The 2003 Scarlet Book
The University Women’s Club
of
The Ohio State University
Administrative Guide
UWC
PO Box 82363
Columbus, OH 43202-0363
2001-2002
Table of Contents
Introduction
Executive Committee
President
President – Time Line
President Elect
President Elect – Time Line
First Vice President
Second Vice President
Third Vice President
Corresponding Secretary
Membership Database Secretary
Membership Secretary
Treasurer - Membership
Newsletter Editor
Parliamentarian
Secretary - Recording
Treasurer - Club
Retention Schedule
Treasurer – Time Line
Standing Committees
Accounting Committee
Members
Duties
Buckeye Bargains
Rationale
Implementation
Buckeye Bargains (BB) Chairman
Finance Committee
Rationale
Implementation
Meetings
Historical Committee
Rationale
Implementation
Guidelines for Record Retention
Historian
Duties
Hospitality Committee
Long Range Planning Committee
Rationale
Duties
Membership Committee
Rationale
Implementation
Meetings
Duties
New Members (NM) Committee
Rationale
Implementation
Prospective Members
Programs
NM Chairman
NM Assistant Chairman
NM Committee Members
Nominating Committee
Members
Duties
Program Committee
Publicity Committee
Publicity Committee Chairman
Duties
UWC Member Needs (UWCMN) Committee
Rationale
Implementation
Meetings
Guidelines
UWCMN Chairman
Special Committees
Summer Orientation
WOSU Festival 34
Bylaws
Interest Group Bylaws
Introduction
The Scarlet Book is a compilation of all governing documents of The University Women’s Club of The Ohio State University. In this volume are the Club Bylaws; duty sheets and rationales for all offices and committees; the bylaws of interest groups. These documents define the governing structure, positions, responsibilities and requirements of all who participate in Club activities on all levels. The Scarlet Book attempts to clarify for all who use it how the offices of the Executive Committee, Standing committees, Special committees, appointed positions and members of the Board interact.
In accordance with the change in the Club administration in the spring of 2000 from Constitution to Bylaws, it was necessary to rewrite duty sheets in order to reflect these changes. Direction from Long Range Planning (LRP) in 1999 necessitated inclusion of time lines, reminders and guidelines be incorporated into the duty sheets or removed from the LRP notebooks and table of contents where applicable. Except for the timelines for the President XE "President" \t "See Executive Committee" , President XE "President" \t "See Executive Committee" Elect and the Treasurer, this directive was met. However, for the offices named, LRP in spring 2001 determined that time lines were essential for the facilitation of their duties.
The members of LRP involved in this original collaboration were: Barbara Bouton, chairman; Bette Dare, Ruth Fechko, Dianne McKenzie, Jean Gregory, Lesley Weber, Sharon Walquist, members; Willa Sisson, President ex officio, and Riek Oldenquist, President Elect and invited guest. Spring 2001.
Suggestions and comments are welcomed.
Bylaws updates: 2003
Last partial update: 29 September, 2010
Part 1. Executive Committee
The wife of the President of the University shall be the Honorary President of the Club. The elected officers of the Club shall be President, President Elect, three Vice Presidents, Recording Secretary, Newsletter Editor, Newsletter Secretary, Membership Yearbook Secretary, Membership Database Secretary, Treasurer and Membership Treasurer. These elected officers shall constitute the Executive Committee of the Club. (Article IV, Section 1 – Club Bylaws, as instituted, Spring 2003.
President
The President shall be familiar with ALL facets of the Club and Club activities and is responsible for the smooth functioning of the Club as a whole.
Term Length: 1 Year
Term Limit: 4 consecutive
1. As the new President of the Club, provide to UNIVERSITY COMMUNICATIONS and to the OSU SWITCHBOARD by 1 June: your name, address, telephone number, email address, etc.
2. Arrange dates and meeting places for and preside over all Club general, Executive Committee and Board meetings. Arrange a meeting between yourself, the PRESIDENT ELECT and the HONORARY PRESIDENT.
3. Attend ex officio all Standing Committee meetings, Special Committee meetings. Attend one meeting of each interest group if possible. Coordination with the THIRD VICE PRESIDENT and PRESIDENT ELECT to cover interest groups if necessary, placing emphasis on the volunteer groups: Social Service, Toymakers, TM Quilters, International Families and Buckeye Bargains and thank them for their community service on behalf of the Club.
4. Check minutes of all meetings over which you preside with the RECORDING SECRETARY before they are typed in final form. Sign final copy.
5. Work with all officers. Be familiar with their duties and plans. Keep FIRST VICE PRESIDENT and PRESIDENT ELECT informed of any events as they occur. Check periodically to see that the officers’ duties are being performed. Be prepared to appoint any replacements necessary (except President Elect). Assist MEMBERSHIP SECRETARY and Membership Committee with Yearbook if you choose.
6. Work with committee chairmen (except Nominating) on the composition of their committees and through all planning phases. You are ex officio on all committees (except Nominating). Attend all meetings; mediate any problems that are brought to your attention. Coordinate activities of NEW MEMBERS, PROGRAM and HOSPITALITY committees.
7. Pick up mail from PO Box in University Station regularly, or make arrangements for forwarding or to be picked up by someone else. DO NOT pick up anything related to Buckeye Bargains.
8. Write letters at appropriate times to members, newcomers, visiting faculty, special and honorary guests. Write a welcome letter to the wife of the Governor, the wife of the Chancellor of the Board of Regents, women members of the Board of Regents, wives of any male members of the Board of Regents, regional campus deans/directors or wives of; anyone who may be suggested by the Honorary President; newcomers and visiting faculty for newcomers’ packets. Provide NEWSLETTER EDITOR with a letter and any informational needs to be imparted to the membership each month. Also provide this information to the WEBMASTER and PUBLICITY CHAIRMAN.
9. Arrange with HONORARY PRESIDENT to be included in New Faculty Reception (usually held in the early Fall), along with the NEW MEMBERS CHAIRMAN and members of the Membership committee. Obtain names from Financial Aid office and write letters of invitation to scholarship recipients for November meeting. Arrange with International Hospitality to invite international wives to Coffee, and December luncheon meeting. Send invitations for the May luncheon to 50-year members, Honorary President, and whomever else you wish. Select a month for Recognition of Past Presidents.
10. Consult with the FINANCE COMMITTEE concerning disposition of funds available for the UWC Endowment funds. At end of the fiscal year, secure a check from the TREASURER and send to the UNIVERSITY WOMEN’S CLUB SCHOLARSHIP FUND with a cover letter and instructions as to the disposition of these funds. Assist in preparing a budget to be presented at the Joint Board meeting in May.
11. Keep an up-to-date list of all Presidents of the Big 10 women’s clubs. Use the Club PO Box address to keep information current. Share names, addresses, phone, etc., with the MEMBERSHIP DATABASE SECRETARY and the CORRESPONDING SECRETARY.
12. Appoint a member to the ACCOUNTING COMMITTEE. The term will be for 3 years, and the person should be familiar with dealing with financial matters.
13. Ensure program for May luncheon allows incoming officers enough time to be installed as called for in Article IV Section 6C.
14. Write a report (in triplicate) detailing your year as President.
15. Following your presidency, you will be invited as a guest to the PAST PRESIDENTS’ luncheon, tea or brunch. You will be responsible to hostess this event in your turn.
President – Time Line
Along with your many duties, you are encouraged to visit as many Interest Groups as possible. You can coordinate with the PRESIDENT ELECT, if necessary, to see that all groups are covered.
MAY
1. Contact University communications, and the OSU switchboard, no later than 1 June, with your name, address and phone number as the new president of the Club.
2. Preside over second half of Joint Board meeting.
JUNE
1. Contact the MEMBERSHIP SECRETARY with items you wish included in the yearbook.
JULY
1. Help proofread the yearbook if you wish.
AUGUST
1. Work with NEWSLETTER EDITOR on first issue of Newsletter. Provide her with a letter to the membership.
2. Write a letter of welcome to newcomers and visiting faculty for the Newcomer’s packet.
3. Arrange with the HONORARY PRESIDENT to be included in the New Faculty Reception, along with the members of the MEMBERSHIP COMMITTEE.
SEPTEMBER
1. Write letters extending membership to: the wife of the Governor; the Chancellor (or the wife) of the Board of Regents; women members or wives of the members of the Board of Regents; anyone suggested by the Honorary President; deans/directors (or wives) of the regional campuses.
2. Begin calling monthly EXECUTIVE COMMITTEE meetings. These have been held traditionally on the last Monday of the month.
3. Provide NEWSLETTER EDITOR with president’s monthly letter.
4. Provide the PUBLICITY CHAIRMAN and WEBMASTER with information in a timely manner.
5. Send welcome letter to speaker /group of upcoming luncheon. Include a copy of the Newsletter if available which announces their participation. Extend complementary membership for one year.
1. Preside over opening Luncheon, and Executive Committee meeting. Provide direction to FIRST VICE PRESIDENT as to whether you or she will introduce the speaker(s) both at this luncheon and those throughout the year. It is YOUR choice.
2. Work with MEMBERSHIP SECRETARY and NEW MEMBERS CHAIRMAN on newcomer names and activities.
3. Work with FINANCIAL AID office: obtain names of SCHOLARSHIP RECIPIENTS to be invited to the November meeting. Write letters of invitation to the recipients.
4. Provide NEWSLETTER EDITOR with letter to membership. Provide for all following newsletters in turn.
NOVEMBER
1. Preside over Executive Committee and Club meetings (and all others called throughout the year.)
DECEMBER
1. The December Club meeting usually highlights Interest Groups that focus on public service.
FEBRUARY
1. Meet with PRESIDENT ELECT and HONORARY PRESIDENT.
2. With the PRESIDENT ELECT, select date and location for May Joint Board meeting.
3. The Nominating Committee presents its slate of officers for the following year this month. Be sure that the chairman of the Nominating committee is permitted time during the Club luncheon to introduce the nominees.
4. In 1999-2000, this was the month in which the Past Presidents were recognized. You may choose any month, including May. At the Club luncheon, as provided for in the Bylaws, the chairman of the Nominating committee will conduct the election of the new slate of officers. Be sure that there is enough time allotted.
APRIL
1. Send invitations for the May luncheon to 50-year members, Honorary President, and whomever else you wish.
MAY
1. Make sure that your program allows time for the inauguration and passage of the gavel to the incoming officers. This is mandated by the Bylaws. The incoming president should adjourn this meeting.
2. At the Joint Board Meeting, you preside over the first half. The old board provides refreshments for the new.
President Elect
The President Elect guarantees the smooth transition of leadership from one year to the next, and uses the year of President Elect to become familiar with ALL facets of the Club and Club activities.
Term Length: 1 Year (May Board meeting – May Board meeting)
1. Appoint chairmen for all STANDING and any SPECIAL COMMITTEES for the coming year. These appointments can begin as soon as the slate is presented in February, prior to your year as President. Committees can begin activities as soon as you and the chairmen assemble the personnel. Keep in close touch with all committees throughout all stages of formation, planning and execution. You, not the current President, are the ex officio of all INCOMING committees, except Nominating. Once the Nominating Committee chairman is appointed and her committee is selected at the Joint Board meeting, they are apolitical and independent. Be familiar with Robert’s Rules of Order. You may appoint someone to act as Parliamentarian, should you so desire. She can be someone from outside the Executive Committee or on the Committee in another capacity. As the Parliamentarian holds no vote, there is no conflict.
2. Provide a list of your Board for the May luncheon program. Remember, the Board consists of the Executive Committee, Standing Committees, Special Committees and Interest Group Chairmen. At May luncheon, be prepared to accept the gavel, make a few remarks, and introduce the newly elected officers, appointees and interest group chairmen for the next year.
3. Attend all Club general, executive committee and board meetings. Become acquainted with the various aspects of Club’s organization; attend and participate in already established committees when invited. Only the current President is ex officio.
4. Act as coordinator for the LIAISON PROJECTS. The responsibility for appointments, when necessary, budget recommendations and any other business that occurs shall fall to the President Elect.
5. Watch newspapers and ask to be notified of deaths and illnesses so that you can arrange suitable notes. Make arrangements for names to be added to Book of Remembrance.
a. In case of a death of a member or a member’s spouse, notify the Membership Database Secretary, the President, the Corresponding Secretary, the Membership Secretary, and Webmaster. Send a note of sympathy on behalf of the UWC.
6. Arrange with current President to divide interest group visits, if possible. The Third Vice President also will be making visits to interest groups and should be included to share the responsibility of the interest group visits. Arrange, with current President, the date and location of Joint Board meeting and have incoming Recording Secretary notify incoming board members. With incoming Membership Secretary, assist with the details of the Yearbook – planning, proofing, printing.
7. Assist the President when requested.
8. Provide a report (in triplicate) on the activities of your year at the Joint Board meeting in May.
President Elect – Time Line
Throughout your year as president elect, you are strongly encouraged to make visits to as many Interest Groups as possible. The president may ask you to coordinate with her to assure coverage. You are strongly urged to attend all Executive and Board meetings, and any other Committee meetings that are held throughout your year as president elect. Make yourself familiar with the internal workings of the Club. Be familiar with Robert’s Rules of Order. If you have questions, ask; and if you still have questions or issues, keep asking. Be familiar with this book. It will help you considerably, as it is the definitive guide to the Club.
January
1. Finalize list of deceased members from the past year. Take Book of Remembrance to the calligrapher.
February
1. Display Book of Remembrance at February luncheon meeting of Club.
2. Be present at February luncheon and encourage your fellow nominees to attend for the presentation of the slate for the next year.
Following this February presentation of the slate of nominees and not later than April (actually, the earlier the better!):
1. Make your appointments. (See the President Elect duty sheet.) Encourage your appointees to begin forming their committees with your consultation.
2. Meet with the 3 new Vice Presidents. Be actively involved in the selection and creation of the newly forming New Members, Program, and Hospitality committees. Be involved with not only their initial plans, but with all facets. Help coordinate their activities. Be specific with the Program committee as to whether or not you wish to introduce the guest speakers. It is YOUR choice.
3. Attend if arranged or request a meeting with the current President and Honorary President.
4. Working with the current president, select the location for the May Joint Board meeting. She will chair the first half of the meeting; you will chair the second. You and your incoming board are the guests of the outgoing board.
5. Working with the current Treasurer, the incoming treasurer and the sitting finance committee, assist in preparing the budget that must be voted on (and hopefully passed) at the May Joint Board meeting by your incoming board. It is very important that you have a say in this budget because the results will directly impact your year as president. Look at previous budgets. Make a list of items that are important to you, and a list of things that you feel no longer reflect the climate of the Club. Be an active participant in the budget development.
6. Meet with your Membership Secretary regarding the planning and costs of the yearbook. See that bids are obtained. Also ensure that the your Recording Secretary provides the list of your incoming board to sitting First Vice President for the Joint Board meeting.
7. Select, with your Second Vice President, the location for the following year’s May luncheon.
MAY
1. As per direction in the Bylaws, the slate of officers who were presented in March, voted on in April, are to be installed at this final Club luncheon. Ensure that everyone on your board is present.
2. At the Joint Board meeting, you will preside over the second half of the proceedings. You will introduce your board, including the new Interest Group chairmen. Your recording secretary will take the minutes from your half and get the minutes from the outgoing recording secretary to add to hers. Your treasurer will present the new budget, which must be presented and approved. You will also need to turn the meeting over to the Nominating Committee chairman whom you have appointed, and she will preside over the task of gathering nominations for the members of her committee. This is the only committee that, as President, you have no authority over or ex officio status with. Sit back, have a cup of coffee or tea and relax while this is occurring. You will be back to the podium when she is finished.
First Vice President
The First Vice President is responsible for Club’s monthly programs.
Term Length: 1 Year (May Board meeting – May Board meeting)
Term Limits: 4 consecutive
1. Attend all UWC General, Executive Committee and Board meetings.
2. Program preparation:
a. Review Program Chairman’s files from past years.
b. Choose committee, in consultation with current President Elect.
c. Call meeting for discussion of program content and speakers. The current President XE "President" \t "See Executive Committee" Elect is the ex officio member of the newly formed Program Committee. The incoming New Members Chairman is also part of the committee and should be included in all planning. With TREASURER, discuss budget for speaker honoraria.
3. Program suggestions and notes:
a. First program should be special to stimulate attendance and interest in prospective members.
b. Time given to speakers should be from thirty to forty-five minutes
c. Traditionally, November hosts scholarship recipients; December, International wives; February, the Book of Remembrance. May, 50-year members; and when the President chooses, Past Presidents recognition. This is not written in stone and may be adjusted as necessary. However, in February, the slate of officers will be presented for the coming year.
d. If a Sunday brunch program will be planned for January to include husbands and guests, be careful about the date because of the holidays in December and New Year. NOTE: Publicity for brunch is very important. Check to make sure the NEWSLETTER EDITOR and WEBMASTER have included enough advance notice.
e. Program with dates of meetings should be given to the incoming Membership Secretary by the Joint Board meeting in May or whatever date she specifies. This is necessary for inclusion in the Yearbook.
4. Program follow-up procedure:
a. Write a letter of confirmation to SPEAKER at least two weeks before date of meeting. Arrange to meet the speaker at the meeting. Send speaker a copy of the Club Newsletter one week before the meeting to remind them of the date and subject, and to acquaint the speaker with our Club.
b. Consult with the PRESIDENT and Second Vice President about luncheon arrangements for the speaker and other guests and make reservations.
c. Check with Second Vice President about setup and equipment needed.
d. Give Publicity Chairman needed information about program for newspapers. Notify her immediately of any changes.
e. Notify Newsletter Editor of any change in Yearbook information for inclusion in the Club Newsletter and the WEBMASTER for any changes for the Website.
f. Notify the Treasurer ahead of meeting for check in proper amount (or gift) to give speaker.
g. Send thank you note to speaker.
5. Introduce speakers at meetings should the President wish you to do so. Some presidents prefer to make the introductions themselves.
6. Arrange for gift for outgoing President and present it to her at the May luncheon. The 1984 Long Range Planning Committee recommended that the standard President’s pin be given each year. By January 15th, call the jeweler (name provided by last year’s First Vice President and order the pin and make arrangements for the proper engraving.
7. Design and prepare the copy for the printed program for the May luncheon and pay for its production from the Program Committee budget.
8. Maintain chairman’s notebook for continuity. Correspondence of possible historical interest should be filed with Historian.
9. Write annual report at end of year (in triplicate), one copy each to the President, Historian and the Hospitality Chairman’s notebook.
10. Pass the Chairman’s notebook along to the incoming First Vice President at the Joint Board Meeting in May.
Second Vice President
The Second Vice President is responsible for the Club’s hospitality at the monthly meetings.
Term Length: 1 Year (May Board meeting to May Board meeting)
Term Limits: 4 consecutive
1. Attend all Club General, Executive Committee and Board meetings.
2. Appoint Hospitality Committee of five or six members, in consultation with incoming Club President. You will chair this committee.
3. Provide to Newsletter Editor and Webmaster the menu for forthcoming meeting.
4. Submit list of members having attended General meeting(s) to Membership Database Manager.
5. Meeting arrangements: traditionally at OSU Faculty club:
a. Meet with Faculty Club Director and/or assistant; provide dates of meetings. Discuss menus, set food costs.
b. Contact OSU Traffic Control and Parking Services. Provide meeting dates and times and request the number of parking spaces necessary to be reserved.
c. Advise Hostesses of specific assignments for and during the General Meetings.
d. Arrange for luncheon table and/or other decorations.
e. Assist First Vice President in arrangements for program presentations, if needed. Provide MEMBERSHIP TREASURER with place to collect dues.
f. Provide a welcoming reception area to include reservation lists, nametags, and parking ticket stamp.
g. Close shades behind podium just before program. Close doors to hall and lounge.
h. Clear parking citations incurred by members on meeting days.
i. If meeting(s) is not at the OSU FACULTY CLUB, make adjustments to items a-h accordingly.
6. Meeting arrangements: at Honorary President’s home:
a. Contact Special Events Coordinator to reserve date.
b. Arrange for service and cleanup.
7. Arrange location for Joint Board meeting in May with the President.
8. Maintain and file pertinent data for future application.
9. Submit copies of annual report to President, Historian and incoming Second Vice President.
10. Pass along data file to incoming Second Vice President at the Joint Board Meeting in May.
Third Vice President
The Third Vice President is the liaison officer between the Interest Groups and the Executive body of the Club.
Term Length: 1 Year (May Board meeting - May Board meeting)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings. Be prepared to present reports at both Executive and Board meetings. Be familiar with all interest group bylaws and programs.
2. Provide the Membership Secretary with the list of Interest Group chairmen and Interest Group activities for the coming year, for inclusion in the new Club Yearbook. Non-members, other than invited speakers, cannot host interest group meetings or be included in the yearbook in any capacity.
3. Provide to the Newsletter Editor, the New Member Chairman and the WEBMASTER updates on interest group activities throughout the year. Attend one meeting of each interest group during your year in office.
4. Provide to New Member Chairman the names and addresses of prospective new members provided by Interest Group Chairmen, responses to New Member brochures, etc.
5. Provide names and addresses of members seeking information regarding interest groups to the appropriate Interest Group Chairman.
6. Collect from each interest group, membership lists (names, addresses, phone numbers, etc. – in triplicate), and forward one copy to the Membership Secretary, and one to the Membership Treasurer by October 31. Forward member information regarding serious illness to Member Needs and death to the President Elect.
7. Hold meetings or send informational mailing to INTEREST GROUP CHAIRMEN at least twice a year, preferably in early November and late March to:
a. Report on business from Executive Committee or Board.
b. Aid in preparation of organizing new interest groups, i.e. petitions to be submitted to Long Range Planning.
c. Encourage Interest Group Chairmen to forward group information changes to Newsletter Editor and WEBMASTER as soon as possible. Newsletter deadlines will be published in the Newsletter.
d. Remind Interest Groups that their roster for the following year is due no later than 31 March. In early April, you should provide the incoming Membership Secretary with the new lists of officers and programs for inclusion in the Yearbook.
e. Encourage interest groups to support activities like the International Wives coffee, attending and providing WRITTEN information regarding their programs, meeting dates and times, and who to contact with phone numbers.
f. In February, provide to each Interest Group Chairman: YEARBOOK INFORMATION FORM due (in triplicate) on or before March 31; TREASURER’S REPORT FORM due (times 4) on or before May 31; ANNUAL REPORT FORM due (in triplicate) on or before Joint Board meeting in May. Treasurer’s Report Forms are required even if the Interest Group has no treasury. For those cases, the name of the group and “not applicable” will be sufficient. The fourth copy of the Treasurer’s Report goes to the TREASURER for the audit.
8. Assist the Membership Treasurer in the collection of Club dues by:
a. Strongly urging chairmen to ensure their members pay Club dues. Remind them that the Club has instituted “Pay in May.” Membership in interest groups is invalid if dues are not paid by October 31. Should there be an incident of hardship involved, a chairman should let you know. New rosters of interest groups’ members (2 copies) are to be collected from each chairman no later than October 31.
b. Provide to Interest Group Chairmen financial forms for their group’s treasurer’s reports (see 7 f). Last year’s ending balance should be this year’s beginning balance. It is necessary that records are kept of all donations, cash etc. that are made during the year. Accurate reports are necessary since the information extracted from them is used in the Club’s income tax preparation.
9. Oversee that no interest group chairman is simultaneously an officer of the Club during the same year.
10. Maintain the Third Vice President’s notebook for continuity, including all correspondence you sent to the Interest Groups.
11. Write an annual report, in triplicate, on your activities as Third Vice President. Include all Interest Group Chairmen’s annual reports. Copies of this report also go to the President and to the Historian. The original report goes in the Third Vice President’s notebook.
12. Pass along the Third Vice President’s notebook to the incoming Third Vice President as soon after the Joint Board Meeting in May as possible.
Corresponding Secretary (renamed 2002-2003 a Newsletter Secretary)
The Corresponding Secretary is a key liaison in the Club, dealing with all regular correspondence between the Club and the membership.
Term Length: 1 year (May Board meeting – May Board meeting)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings. Report on all activities since the previous meeting.
2. Chair and select a committee that will be responsible for assembly and mailing of membership packets, newsletters and any other correspondence required between the Club and the membership. All labels needed may be secured from the MEMBERSHIP DATABASE SECRETARY at any time.
3. Responsibilities regarding newsletter:
a. Coordinate with NEWSLETTER EDITOR and PRINTER a date and time to pick up newsletter. Add into necessary count and provide to the same: 5 copies for the historian; 6 to the President; one to the Second Vice President; 11 additional for Big Ten & U. MD. Check with the First Vice President on the number she needs to send to speaker(s).
b. Provide Membership Database Secretary with necessary information regarding changes in membership data, i.e. address, phone, email, etc. Make arrangements to obtain updated address labels for newsletter each month.
c. Coordinate with committee members to determine meeting date and time and direct mailing of monthly Club newsletter. This involves applying mailing labels, sorting and counting by zip codes, adding postal stickers, boxing appropriately, filling out USPS bulk rate mailing form, and delivery to the post office.
d. Notify the Treasurer when additional monies are needs to be added the Club account at the post office.
4. Maintain the Corresponding Secretary’s notebook for continuity.
5. Provide an annual report (in triplicate), for the President, Historian and one for the Corresponding Secretary’s notebook.
6. Pass along the Corresponding Secretary’s notebook to the incoming Corresponding Secretary at the Joint Board Meeting in May.
Membership Database Secretary
The Membership Database Secretary maintains and updates the database that houses the information about the membership of the Club.
Term Length: 1 year (June 1 – May 31. Fiscal)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings and make reports on activities.
2. Obtain database file from previous Membership Database Secretary.
3. Set appropriate new tables and entry codes as needed to accurately represent Club data. Maintain a monthly log of your activities.
4. Use Tax number when purchasing necessary supplies to adequately supply lists and labels. You will not be reimbursed any tax paid as the Club is a tax-exempt organization.
5. Update database as information is received. Ensure that all labels, membership lists, etc. are accurate before providing materials.
6. Provide monthly or upon request, member lists and /or labels to:
a. President – all members by category, by alpha name; Big Ten contacts and addresses, etc.
b. President Elect – all members by category, by alpha name
c. Membership Treasurer – alpha grids for dues tallies
d. CORRESPONDING SECRETARY – by alpha name; by zip code with each set of mailing labels.
e. NEWSLETTER EDITOR – monthly updated information (new members, changed addresses, phone numbers, email addresses, deaths); birthdays
f. Committee chairmen as requested
g. Interest group chairmen as requested.
7. Submit an annual report (in triplicate) for the President, Historian and your successor.
The Membership Secretary is responsible all printed materials directly related to Club membership, and is the chairman of the Membership Committee.
Term Length: 1 year (May Board meeting – May Board meeting)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings. Report on all activities since the previous meeting.
2. Appoint two members to the Membership Committee, each serving a term of three (3) years.
3. Determine if stationery or envelopes need to be printed. Make necessary arrangements with the printer.
4. Regarding the Club Yearbook:
a. With your committee: collate information pertinent to the next printing of the Club Yearbook. You should have received everything you need, provided to you by the appropriate people, no later than the Joint Board Meeting in May. Data used to produce the previous book should be available on some electronic medium: floppy or CD. The slate of next year’s officers and member deaths will be provided to you by the President; the list of program speakers and Club meeting locations will be provided to you by the First Vice President; special instructions regarding Club meetings, such as reservations, luncheon fees or parking, will be provided to you by the Second Vice President; the list of Interest Group chairmen and the lists of Interest Group activities will be provided to you by the Third Vice President. An updated list of members in good standing, along with their addresses, spouse names, phone numbers, email, etc. will be provided to you by the Membership Database Secretary; the New Members activity information will be provided to you by the New Members Chairman. ETC.
b. Confer with printer regarding method of submission, deadlines and printer schedules and costs. With your committee, assemble a rough draft following the example of the previous year (using the previous year’s information as a template, possibly) and any direction from the President regarding changes or additions.
c. With your committee and another member of the Executive Board, proofread the results. Edit. Reread. Provide a draft to the President for approval before finalizing for printer.
d. Confer with President regarding number of books to be printed. Give your instructions to the printer. Arrange with the treasurer for payment of the printing.
5. Keep a record of your activities and those of the Membership Committee.
6. Shortly after October 31, you will receive a list of delinquents from the MEMBERSHIP TREASURER. Utilizing your Membership Committee, contact these ex-members to determine their intent in rejoining the Club. Send Xerox copy of dues page from Yearbook to those who need them.
7. Notify the MEMBERSHIP DATABASE SECRETARY of any discrepancies or changes in members’ information that you receive.
8. Prepare an annual report (in triplicate), for the President, the Historian and place one in the Membership Secretary’s file or notebook.
Treasurer - Membership
The Membership Treasurer ensures that all participants in Club activities are members in good standing. She collects the dues (payable in May) and tracks delinquents (not paid by 31 October). Our bylaws recognize only two categories of membership: Active, Courtesy. (Article III, Section 1.)
Term Length: 1 year (June 1 – May 31. Fiscal)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings and make reports on activities. Provide monthly to Treasurer all dues and voluntary contributions received; file receipt from TREASURER.
2. Obtain current membership information from Membership Database Secretary. Request list or table containing name, street address, city, state, zip, phone, email, DOB, and any other information tracked in the database. Make note of any information changes. Notify the Membership Database Secretary regarding these changes (including death) so that the database can be updated in a timely manner. Inform PRESIDENT ELECT of any notification of death.
3. Check your membership information. Make sure your address and phone number is current. Report any changes IMMEDIATELY to the Membership Secretary and the Member Database SECRETARY to ensure correct information for the Yearbook. To be identified as a member in the Yearbook, dues are payable in May.
4. Collect membership dues and voluntary contributions by mail throughout the summer, and in person at the general membership luncheons throughout the fall. The TREASURER will assist you at the first luncheon. HOSPITALITY will provide you with a table or whatever you request. Record payment in dues in dues ledger. If dues are unaccompanied by a dues statement card, fill out one for the member.
5. The THIRD VICE PRESIDENT will provide interest group rosters. Check rosters for names of participants who have not paid by 31 October for the current year. Inform the THIRD VICE PRESIDENT and the appropriate INTEREST GROUP CHAIRMAN.
6. Provide new members and members who were not active the previous year with Yearbooks upon the receipt of their dues. Provide timely updates to the MEMBERSHIP DATABASE SECRETARY so any newly paid members will be included immediately. Provide the MEMBERSHIP SECRETARY with names that remain delinquent so the Membership Committee can take action.
7. As Membership Treasurer, you are a member of the Club Board, Executive Committee, Finance Committee and Membership Committee.
8. Maintain the Membership Treasurer Notebook. Provide notebook to successor. Report duty sheet revisions and suggestions to Long Range Planning.
9. Prepare records for audit.
10. Write an annual report and submit three copies to the President at final Executive Committee meeting.
Newsletter Editor
The Newsletter Editor, by way of the Club Newsletter, ensures that the Club membership keeps up with all the news pertaining to the Club regardless of where they live.
Term Length: 1 year (May Board meeting – May Board meeting)
Term Limits: 4 consecutive
1. Attend all Executive Committee and Board meetings and report on activities.
2. Set deadlines for receiving news items, specifying acceptable formats: email, fax, handwritten, typed, on disk or CD. Allow enough time to be able to edit, coordinate with the President XE "President" \t "See Executive Committee" , and printer turnaround to keep mailings timely.
3. Select a printer that best meets the current needs of publication and editor. Provide printer with name and address of TREASURER for direct billing of expenses.
4. Notify CORRESPONDING SECRETARY NEWSLETTER SECRETARY regarding date that Newsletter will be ready for mailing (not less than 2 weeks before general meetings).
5. Maintain the Newsletter Editor notebook.
6. Prepare an annual report (in triplicate) for the President, Historian and Newsletter Editor’s notebook.
7. Pass the Newsletter Editor notebook to the next editor at the Joint Board Meeting in May.
Possible news items:
President’s letter to the membership; programs from First Vice President; menus from the Second Vice President; Executive Committee and/or Board minutes from the Recording Secretary; financial news, scholarship totals, delinquent dues from the Treasurers; birthdays, milestones, human interest from the Membership secretaries and Interest Group chairmen; Big Ten activities; any changes relayed to the Membership Database Secretary, etc.
The Parliamentarian maintains order and interprets Roberts Rules of Order, Newly Revised, where they are applicable and in which they are not inconsistent with Club bylaws and any special rules of order the Club may adopt.
Term Length: Presidential decision
1. The Parliamentarian, appointed to serve at the pleasure of the President, shall be a non-voting member of the Executive Committee and Board unless already a member.
Secretary - Recording
The Recording Secretary is responsible for the official record pertaining to the activities of the Club.
Term Length: 1 year (May Board meeting – May Board meeting)
Term Limits: 4 consecutive
1. Notify members of the Executive Committee and Board of their respective meetings.
2. The Incoming Recording Secretary provides a roster of incoming officers, committee chairmen and interest group chairmen for the Joint Board meeting in May and for the Yearbook. She also informs the incoming Board of the Joint Board meeting and takes minutes of this meeting.
3. Attend, and keep brief but accurate records of, all Club general meetings, Executive Committee and Board meetings for the official record. If you are unable to attend a specific meeting, appoint an alternate person to act in your place and notify the President of this occurrence. Copies of minutes are to be sent to all meeting participants.
4. Take roll at Executive Committee and Board meetings, by roll call, a sign-in sheet or a circulating list as appropriate.
5. Read minutes of previous meeting at each Executive Committee or Board meeting. Note accurately and initial immediately on the minutes, as read, any corrections made to minutes. No minutes can be corrected between meetings. Note date of approval. Optional: Keep a file box containing motions made at all meetings.
6. Provide to the President a draft of the minutes for edit, should she desire, before preparing a final copy (in triplicate), one for President, one for Historian, and one, signed by the President, for the Recording Secretary’s file. Final copies should include Treasurer’s report for that month.
7. A summary of action of the Executive Committee or Board may be read at the following Club meeting or reported in the next issue of the Newsletter or both.
8. Provide the incoming Membership (YEARBOOK) Secretary regarding any bylaws changes that occurred during the previous year for the Yearbook.
9. Maintain a notebook with a collection of minutes, treasurer’s reports and attendance for all Executive Committee and Board meetings for the entire term of office.
10. Should a motion box be kept, pass along the motion box and the Recording Secretary’s file to the incoming Recording Secretary at the Joint Board Meeting in May. The minutes from that meeting can be given or mailed to the incoming RS as soon as the outgoing President signs off on it.
Treasurer - Club
The Treasurer of the Club provides the financial guidance and accountability necessary for the continuance of the Club.
Term Length: 1 year (June 1 – May 31. Fiscal)
Term Limits: 4 consecutive
1. Attend Finance Committee meeting held after the elections and assist in preparation of budget for coming year. As incoming Treasurer at the May Board meeting, submit budget to Board for approval, providing a copy of this budget to each member of the Board. Sign transfer cards or letters for banking to complete transfer of bank accounts. Change mailing address at the Development Fund office and the Faculty Club.
2. Collect copies of reports from former Treasurer, Buckeye Bargains, Special Committees, interest groups, etc., for audit. Provide outgoing Treasurer’s report, checkbook, ledger, passbooks, bank statements, deposit receipts and your final Treasurer’s report through May 31 to the ACCOUNTING COMMITTEE. If any checks have not cleared, they should be noted as outstanding on the final treasurer’s report. After the Accounting Committee is finished, take tax documents to the Tax Preparation Service. Maintain contact with the service to ensure that returns are mailed to the IRS and State of Ohio by 15 October.
3. Pay Faculty Club bills during the summer; pay Post Office Box annual rental by 31 December.
4. Attend all Executive Committee and Board meetings. Prepare and read report at each meeting; provide one (1) copy to each member of the committee and two (2) to the President. Check with First Vice President to see if speaker for next meeting needs to be paid. Provide a check if one is required. Receive dues from MEMBERSHIP TREASURER and give her a receipt for monies received. In January, give budget comparison report relating actual expenses to budgeted expenses.
5. Maintain checking account with sufficient funds to pay invoices and maintain minimum requirements; keep books; make deposits; pay bills. You will have received from the retiring Treasurer: deposit stamp for checks; receipt book; a sufficient quantity of checks; stamps and envelopes for mailing checks and letters. Replenish as needed.
6. Serve as Chairman of Finance Committee and call meetings as needed. In cooperation with the PRESIDENT, appoint two (2) members at large each to serve for two (2) years on the Finance Committee.
7. Assist MEMBERSHIP TREASURER with collection of dues at first Club meeting.
8. As outgoing Treasurer and Chairman of the Finance committee, call a meeting of the committee to prepare next year’s budget for approval at the May Joint Board (incoming Board portion) meeting. Include incoming Treasurer who will make the presentation at the Joint Board Meeting.
9. Prepare final Treasurer’s Report. Give 2 copies to the President and one each to the Recording Secretary, Historian, and Treasurer’s files. Present this report at the final Board meeting in May. Provide proper cards or letters for transfer of signature to incoming Treasurer.
Retention Schedule
Accounting Statements – retain 4 years, then destroy
1. Audit Reports – transfer to Historian
2. Banking Records, including checks, deposit records and financial statements – retain 4 years, then destroy
3. Budget Plans – retain 1 year, then destroy
4. Purchasing Records, including invoices, receipts, etc. – retain 4 years, then destroy
5. Tax Records – retain a minimum of 6 years, then destroy.
6. Treasurer’s Financial Reports:
a. Annual summary – transfer to Historian
b. Quarterly, monthly or weekly reports – retain 4 years, then destroy
Treasurer – Time Line
Each month
1. Keep financial books; make deposits, pay bills.
2. Maintain checking account with sufficient funds to pay invoices and meet balance requirement. Monitor savings account and CD if applicable.
3. Receive dues from Membership Treasurer. Provide her with a receipt.
4. Attend monthly Executive Committee meetings; make reports and provide copies of report to each member with an additional copy for the President. It is suggested that the monthly report date agree with the bank statement date. Require receipts before payment.
5. Check with First Vice President before each Club meeting; provide check for speaker when needed.
6. Chair and call meetings of the Finance Committee.
Sometime between the February presentation and the end of April - as the incoming Treasurer:
1. Attend Finance Committee Meeting called by sitting Treasurer; assist in preparing budget for the coming year. This budget will be presented at the Board meeting in May.
2. Discuss with the FIRST VICE PRESIDENT the proposed budget so checks can be prepared in a timely manner for speakers.
May
1. Attend Joint Board meeting. Submit budget for approval, providing each member of the new Board with a copy of the proposed budget. Call for ratification of budget for the upcoming year.
2. Sign transfer cards or letters for banking to complete transfer of bank accounts. Change mailing address with the Faculty Club. Reaffirm Club PO Box address with the University Development Fund.
3. Receive copies of reports from outgoing Treasurer, the Club checkbook, ledger, passbooks, bank statements, deposit receipts and all receipts connected with payment. Check office supplies turned over to you by retiring Treasurer. You should have a deposit stamp for checks, a receipt book, sufficient checks, stamps and envelopes for mailing checks and letters.
4. Assume monthly duties.
June
1. Assist Accounting Committee in checking and compiling everything necessary for the IRS. Turn over records to the independent tax consultant.
Summer
1. Pay Faculty Club bills.
September
1. Call tax independent consultant to ensure that our tax records will be ready for the 15 October deadline set by the IRS.
October
1. Assist Membership Treasurer with the collection of dues at the first Club luncheon.
2. Contact independent consultant to ensure that our taxes will be filed without penalty.
December
1. Pay Post Office Box annual rental fee no later than 31 December.
January
1. Provide budget comparison report showing actual expenses to date against budgeted expenses at the Executive Committee meeting.
Sometime between February elections and the end of April – as outgoing Treasurer
1. In consultation with the President, appoint two members at large, each to serve for two (2) years on the Finance Committee.
2. Call a meeting of the Finance committee to prepare next year’s budget. Be sure to include the incoming President, incoming Treasurer and incoming Membership Treasurer. Their input is vital because they have to live with what is proposed.
May
1. Send check from contributions to the OSU Development Fund.
2. Prepare your final Treasurer’s Report, including it in your Treasurer’s File. Give 2 copies of the final report to the President, and one each to the Recording Secretary, Historian. Provide the incoming Treasurer with the Treasurer’s file, your report, the Club checkbook, ledger, passbooks and/or bank statements, deposit receipts and all receipts connected with payment.
3. Present your final report at the outgoing Board meeting in May.
4. Provide to the new Treasurer cards and/or letters necessary for transferring signatures for the bank checking and/or savings accounts.
Standing Committees
Standing Committees are created through a Motion to Commit. Current Club Standing Committees include: Buckeye Bargains, Finance, Historical, Hospitality, Long Range Planning, Membership, New Members, Nominating, Program, Publicity, UWC Member Needs.
Accounting Committee
The Accounting Committee is responsible for gathering and inspecting all tax documents before they are sent to an independent tax consultant outside the Club. The outgoing Treasurer will provide all financial records of Committees and Interest Groups. The committee must reconcile treasurers’ reports and records, including checkbooks, using bank statements to verify accuracy of the record keeping. The three main goals are to see that the money is accounted for, the organization understands its financial position, and that the data is ready for the outside firm who will do the final audit and prepares the federal and state tax returns for the Club.
Members
The three members of the Accounting Committee are appointed for 3-year terms, and their years of service have been staggered so that there is always an overlap of two experienced members on the committee at one time. Each year, the Club President appoints a member to replace the one who has retired.
Duties
1. Using the May checking account statement, check balance on statement against balance in checkbook, making allowances for outstanding checks and late deposits.
2. Check balance shown in savings account passbook or statement for agreement with shown in ledger and annual financial report.
3. Inspect checkbook to ensure that it is properly entered. Make spot checks for agreement of checkbook with duplicate deposit slips and deposit columns of ledger.
4. Check addition and subtraction on annual financial report. Check figures of annual financial report against ledger column totals.
5. Spot-check monthly financial reports against summaries in ledger.
6. Spot-check addition and subtraction in ledger columns and monthly summaries in ledger.
7. Spot check vouchers for bill for every check. Check if amount is recorded under proper classification in ledger.
8. Request a membership list and tally from the Membership Database Secretary listing names and totals of paid members. Check tally against the number of paid members shown in annual financial report and ledger. Spot check names in the Club’s yearbook of marked paid members against the database list.
9. Check records of money turned over to Treasurer by Assistant Treasurer. Spot-check book of numerically paid membership against above records.
10. Check all receipts and disbursements of all committees (e.g. Buckeye Bargains) and other special accounts, special contributions, etc. in ledger against checkbook, saving account bank passbook or statement, letters and canceled checks.
11. Prepare a report for the Treasurer, with copies for the President’s file, the Membership Treasurer, the Historian and the ledger.
12. Prepare a report for the Buckeye Bargains Chairman and chairmen of special projects with copies for the President and the Historian.
13. Return documents to the TREASURER who will, in turn, release them to an outside organization that will perform the audit and prepare the forms for the IRS.
Buckeye Bargains
Rationale
Buckeye Bargains, the Club’s Thrift Shop, was established for the purpose of raising money for The Ohio State University Student Scholarship and/or Emergency Loan Fund, and operated by members of the Club as a service to the University Community.
Implementation
1. The officers of Buckeye Bargain will consist of a Chairman, a Vice Chairman, a Publicity Chairman, a Scheduling Chairman, and a Treasurer. These officers shall be selected from Buckeye Bargains volunteers.
2. A chairman and a vice chairman shall be appointed by the PRESIDENT with the recommendation of the Buckeye Bargains Board.
3. The Buckeye Bargains Board will consist of the officers and a six-member committee. (See Item 4.)
4. The incoming chairmen, in consultation with the PRESIDENT, will appoint 2 members to the Shop’s governing board. These members will serve 3-year terms and not more than two consecutive terms. A member, familiar with the history and experience of the shop shall be chosen by the shop’s governing board to act as Advisor.
5. The chairman and vice chairman shall supervise the operation of the Shop and represent the group at all Executive Committee or Board meetings of the Club. Buckeye Bargains has one vote.
6. The two chairmen and the Buckeye Bargains board shall establish policy for the Shop.
7. A notebook shall be kept for continuity.
8. Yearbook information shall be submitted (in triplicate) by March 31 to the THIRD VICE PRESIDENT; the Annual report shall be submitted (in triplicate), on or before the Joint Board meeting in May, also to the THIRD VICE PRESIDENT. The Treasurer’s report will be submitted (times 4) on or before May 31 to the Club TREASURER. Copies of all reports shall be filed in the Buckeye Bargains notebook.
It is advisable that two members share leadership: a chairman and a vice-chairman. Shop duties should begin in June.
Term Length: 1 year
Term Limits: TBD by BB board
1. Attend all Club Executive Committee and Board meetings.
2. Confer with Club PRESIDENT and BB officers regarding appointments of two persons to serve three-year terms on the BB board.
3. Meet with BB officers to discuss procedures for the year.
4. Meet with Scheduling Chairman to discuss staffing and scheduling.
5. Prepare information packets which include: letter of greeting, list of volunteers and substitutes with phone numbers, schedule of work days for the entire year, and a list of responsibilities regarding marking, selling and cashiering. Send to VOLUNTEERS, Club PRESIDENT and Club PRESIDENT ELECT prior to shop opening in the fall.
6. Keep record of BB shop keys.
7. By July 31, write letter to the manager of Traffic and Parking requesting parking permits for volunteers. Volunteers must sign for permits as they are picked up.
8. Call BB board meetings as needed (twice a year is recommended). Call for a vote for amount of distribution of BB earnings to go to the UNIVERSITY WOMEN’S CLUB SCHOLARSHIP FUND.
9. Be available with advice and suggestions during the year.
10. ADVERTIZE in the Club newsletter and on the Club Website (www.uwc-osu.org) Keep in touch with the Club membership, informing them of the progress of the shop and urging them to bring items for BB at least once a year, and to stop and shop.
11. Arrange a social tea or luncheon. Invite all volunteers.
12. Prepare annual report of activities and earnings (three copies to the Club – President, Historian, Treasurer; and one copy for the BB notebook).
Finance Committee
Rationale
To be aware of the financial status of the Club; advise current treasurer concerning CD project fund renewal; help prepare budget for the ensuing year; and make recommendations on any other financial situation that may arise.
Implementation
Committee:
Current Treasurer – Chairman
Membership Treasurer
Buckeye Bargains Treasurer
Special Committee Treasurer(s)
President
President Elect
Two members at large, appointed by the Club Treasurer in consultation with the Club President: a past treasurer and a member of the Club, each of whom will serve a two-year term.
Meetings
A meeting to prepare the budget should be called in the spring before the Board Meeting in May. It is important that the incoming President, incoming President Elect and incoming Treasurer attend this meeting. The Treasurer may call additional meetings if they are necessary.
Historical Committee
Rationale:
The function of the Historical Committee is to preserve the past as well as the present of the Club and its activities.
Implementation
1. The Historical Committee can consist of the Historian and two or three additional members as needed, after consultation with the President.
2. Using Model Records Retention and Disposition Schedule of Records of Extra-University Organizations (see p. 43), retain for the University Archives such documents as are determined of greatest importance.
3. Turn records over to the archives every five years with a complete inventory.
Guidelines for Record Retention:
1. Date everything and include origin.
2. Photos: Use acid free archival quality pen or sharp pointed black wax crayon when marking photos. Include date, place, city and event.
3. Clippings: save the entire page if possible. If not, affix masthead of newspaper or newsletter to clipping with transparent mending tape (not cellophane tape).
4. Reports: be specific and concise – not too wordy or too general. Sign name and office. (Respectfully submitted is INCORRECT!)
5. Make copies (paper or electronic) of everything so that if original is lost, the information is not.
Historian
The Historian is responsible for storing and archiving all documents pertaining to the history of the Club.
Duties
1. Attend all Board meetings, giving reports as requested by the President, including the Joint Board meeting in May where you give the committee’s annual report.
2. Collect at the end of each program year:
a. Annual Reports of all officers, committee chairs and interest group chairs.
b. Constitutional changes
c. Correspondence of historical interest.
d. Presidential correspondence.
e. Historical reports including tapes, videos, CDs, disks.
f. Minutes of all meetings: general, Executive Committee, Board, Standing committees and Special committees.
g. Newsletters (5 copies)
h. Petitions to organize, and guidelines and bylaws for all interest groups.
i. Photographs.
j. Scrapbooks.
k. Yearbooks (4 copies)
3. Maintain a Historian’s file of copies of Yearbooks, Newsletters and other important documents useful for quick reference so that when questions arise it is not necessary to access the Archives.
4. Remind all officers of the Board that the notebooks they keep should contain no more than 5 years’ worth of records. When adding another year’s records to the notebook, they should remove the oldest year’s records and give them to you. The PRESIDENT and RECORDING SECRETARY should keep copies of the most important documents in their files longer. Before any documents are destroyed, they should check with you regarding historical significance.
5. Prepare and inventory, with your committee, the above items for the OSU Archives. Make 3 copies of the inventory, one for the PRESIDENT, one for the RECORDING SECRETARY, and one for the Historian’s file.
Taken from: Model Records Retention and Disposition Schedule
Records Retention of Extra-University Organizations
Items for consideration: Archive, Retain, In-house, How long, Notes
Accounting Statements - 4 years then destroy.
Audit Reports – 3 years
Banking Records: checks & financial statements - 4 years then destroy.
Budget Plans: 1 year, then destroy
Charters: Permanent Retention
Constitution and by-laws: Permanent Retention
Superseded constitutions and by-laws: 3 years
Correspondence, presidential: 3 years then ARCHIVE
Correspondence, non-presidential: 1 year then destroy
Deposit records: 4 years then destroy
Meeting Files: program, lists of attendees:
Meeting Files: planning material: 1 year then destroy
Membership applications: 1 year. Destroy once name is added to roster.
Membership Rosters: Current: 1 year then ARCHIVE
Minutes of committees, meetings, etc.: 3 Years
Organizational Charts, Photographs, Project Files,
Publications: newsletters, yearbooks, brochures: 1 copy only
Purchasing records: 4 years then destroy.
Reference files: not original to association: 1 year then destroy.
Scrapbooks: 3
Tax Records: 6 years then destroy.
Treasurer’s Financial Reports: Annual summary: 3
Treasurer’s Financial Reports: quarterly, monthly or weekly reports: 4 years then destroy.
- Taken from Guidelines faxed from University Archives, 24 Jan 2000.
Note: suggested storage for Xerox copies: 7 years. Longer, they can fade.
Hospitality Committee
Long Range Planning Committee
Rationale
The Long Range Planning Committee was established to study in depth and report to the Executive Committee and/or Executive Board on probable future development of the Club in a changing University. To accomplish this aim, it has attempted to:
1. Answer the question of where we are now and whether our present bylaws meet the current needs.
2. Look ahead toward future needs (the long range plan for the structure of the Club).
The responsibility of the Committee is to evaluate the club structure, activity and duties of the officers and chairmen. Recommendations for change should include supporting statements pro and con.
Any amendment to the club or interest group bylaws should be referred to this committee for study and evaluation of its effect on the general club structure.
The membership of the Committee shall consist of six members, two appointed each year for a three year term, one of whom having served on the Board or be familiar with the organizational structure of the club, and the other, possibly a Past President. The President and President Elect shall be ex officio members of the Committee.
The President Elect will appoint the chairman for the coming year.
Duties
1. Review duty sheets and rationales every 5 years. Date reviews.
2. Respond to Club President and Executive Committee requests concerning Club needs.
3. Review proposed bylaws changes.
4. At the discretion of the committee, survey the membership every five years to keep Club relevant to members and anticipate future needs.
5. The chairman shall:
a. Call a committee meeting no later than November and plan other meetings as needed.
b. Present an annual report at the Joint Board meeting in May.
Membership Committee
Rationale
The Membership Committee assists the Membership Secretary by promoting active membership in the Club; to make contacts with prospective members; and to work with the New Members Committee when necessary.
Implementation
The Committee consists of:
Membership Secretary (chairman) – one year term
6 additional members as defined: Six members serving 3-year terms each, with two appointed each year by the chairman and the Club President. The membership is revolving, so that when two members leave, two more take their places.
The PRESIDENT, ex officio
Meetings
The Chairman will call meetings as necessary.
Duties
1. Assist the Membership SECRETARY.
2. Attend all meetings.
3. Help compile, organize and edit information for the Yearbook
4. Help proof Yearbook before it goes to the printer.
5. Make contacts with members and prospective members.
6. Assist in any continuing membership projects.
New Members (NM) Committee
Rationale
To promote interest in the University Women’s Club among newcomers to the University; to provide opportunities for friendship; and to integrate the new members into the projects and interest groups of the Club.
Implementation
The Committee should consists of:
1. A Chairman and Assistant Chairman. The Assistant Chairman, appointed by the President steps up into the Chairmanship the second year.
2. Twelve, or more, members appointed by the Chairman, in consultation with the President.
3. The PRESIDENT, ex officio.
4. An Advisor, having long-term knowledge of the Club, appointed by the President,
Prospective Members
Friends of current members; wives of Visiting Scholars; wives of faculty or staff; or anyone expressing an interest in the activities, well being and continuance of The Ohio State University and the Club or any person who has been a previous member (see Article III, Section 2 of the Club Bylaws.) Possible members can be contacted through the New Faculty Reception that is held by the University President each autumn.
The Chairman or her committee may contact the Office of Special Events for guest list for OSU President’s New Faculty Reception held every fall; Systems, for quarterly information on newly appointed faculty and departmental administration people; Club President, for names of people approved for membership by the Membership Committee, courtesy members.
Programs
Decided on by the committee with suggestions from the Executive Board.
NM Chairman
1. In consultation with the PRESIDENT, appoint Committee members.
2. Contact the incoming FIRST VICE PRESIDENT for date of planning meeting. Attend so you are aware of programs being considered.
3. Meet with your committee to plan programs for the coming year. Provide the Membership Secretary with the New Members program for inclusion in the Yearbook. The deadline for inclusion is June 1.
4. Coordinate list of potential members with the Membership Secretary and update newcomer information on a timely basis.
5. Attend Board meetings when called; attend Executive Committee meetings when requested by PRESIDENT.
6. Prepare an annual report (in triplicate) for the Joint Board meeting in May. Your assistant Chairman can assist you if you choose.
NM Assistant Chairman
1. Attend committee meetings to plan programs for the coming year. Take charge of meetings as requested by Chairman.
2. Assist Chairman and committee in gathering names and information
3. Keep notebook of activities and duty sheets to be passed to your successor. Assist Chairman in writing report for Joint Board in May.
NM Committee Members
1. Attend all meetings called by Chairman or Assistant Chairman during the year.
2. Assist in gathering prospective names and information
3. Contact newcomers and follow up with invitations to Club events. The Club Membership Committee will assist with these duties when necessary.
Nominating Committee
The Nominating Committee provides the vehicle that guarantees the continuance of the Club. Although the President appoints the Chairman and the committee is selected by the Board, the chairman and her committee function apolitically and independently. Ex officio status does not apply.
Members
This committee shall consist of 6 members, two of who will be elected each year at the Joint Board Meeting in May. This will guarantee the continuity of the committee.
1. Eight nominees shall be proposed from the membership-at-large, each with a short introduction from nominator, and showing diversity in age and interests.
2. The two nominees with the most votes shall be contacted to serve for a period of 3 years. The remaining nominees will be held in reserve should any of the current or newly elected members be unable to serve.
3. The chairman of the Nominating Committee shall be appointed by the President for a term of one year.
Duties
1. Member names of the newly formed committee will be published in the first newsletter and announced at the October general meeting. The Nominating Committee may convene as often as necessary, beginning as early as the Chairman deems necessary (early summer is strongly recommended), and will accept suggestions for officers from the Club membership by phone, fax, email or in person during general meetings in the Autumn or until all positions are filled and Letters of Intent have been received. Relevant bylaws for selection of candidates are: Article IV, Section 2 – Qualifications of Elected Officers; Article IV, Section 4 – Duties of Officers. The newsletter and the website both can be used to solicit names of prospective candidates.
2. Duty sheets are provided to nominees during consideration, and again after election.
3. Letters of Intent must be received before the proposed slate of officers can be reported at the November Executive Committee meeting. With Letters of Intent in hand, the committee may present the proposed slate at the March general Club meeting. The proposed slate shall be published in the March issue of the newsletter announcing the general election on the first Monday of April at the Club luncheon meeting. See Article IV, Section 6: Election of officer, term of office, time at which term begins.
Program Committee
Publicity Committee
The Publicity Committee is a liaison between the Club and the public. It can be also a vehicle for identifying new members.
Publicity Committee Chairman
Duties
1. Attend all general, Executive Committee and Board meetings, taking photos, making reports. Provide newsletter editor with articles and items. Publish newsworthy items when approved by the President.
2. Meet with prior Publicity Chairman on procedure of handling publicity.
3. Check to see if local publicity clinic is held; attend.
4. Deliver pictures of new officers to local newspapers.
5. Prepare or update brochure for newcomers in cooperation with the Club President.
6. Send news of all monthly meetings to newspapers. Suggested news media: THIS WEEK – publisher of 28 local papers and will send it to whomever you choose; THE LANTERN; WOSU; ON CAMPUS: SNP – publisher of 21 local papers and will send it to whomever you choose; COLUMBUS DISPATCH, the Faculty Club Newsletter, etc.
7. Maintain a scrapbook containing publicity clippings for Club scrapbook.
8. Publicize special matters pertaining to the Club and its members.
9. Assist and/or coordinate publicity in all areas representing the Club.
10. Maintain the Publicity Committee Chairman’s notebook for continuity.
11. Prepare an annual report (x3).
12. Pass along scrapbook and notebook to your successor at the May Joint Board Meeting.
UWC Member Needs (UWCMN) Committee
Rationale
The UWC Member Needs Committee was formed to assist Club members with expressed needs as they occur.
Implementation
Chairman – term: one year, appointed by the President.
Committee of 6 – term: three years. The President appoints two new members each year so there is an overlap of four members who have served previously and two members who come onboard when the longest serving members retire.
Meetings
Meetings will be called by the Chairman whenever necessary.
Guidelines
1. Ensure that names and telephone numbers of Committee members are published in the Yearbook so Club members can seek support from the Committee.
2. Notify the MEMBERSHIP DATABASE SECRETARY should there be any changes in volunteer availability.
3. Seek assistance, if necessary, in the family’s department through OSU, e.g. English, mathematics, history, etc.
4. Coordinate assistance with Interest Groups that the member is affiliated with.
5. Develop a telephone guideline with a caring “script” for those calling families with potential need. Such a guideline would include appropriate offerings of help for various crisis situations.
6. Provide representation at each Club luncheon to liaison with medical personnel in case of a sudden member illness.
UWCMN Chairman
The President appoints the UWC Members Needs chairman for a term of one year.
1. Call a meeting of the Committee as soon as possible after the Joint Board meeting in May. Decide who will be the contact over the summer and notify the PRESIDENT, PRESIDENT ELECT, and last year’s Chairman so they can relay requests of assistance from the Club members to the committee.
2. Request periodically from the MEMBERSHIP DATABASE SECRETARY:
a. A list of Club members who have volunteered to assist in areas of transportation, meals, housekeeping, companionship, errands, and for long-term assistance or short-term crisis situations.
b. Rosters of interest groups
c. A list that identifies Club members according to academic department affiliations
3. Use Yearbook insert , Website and Newsletter to solicit volunteers.
4. Network with the MEMBERSHIP SECRETARY
5. Establish a protocol with your committee so that everyone is current on procedures that should be used in responding to requests for assistance. Provide committee members with written guidelines. Some suggestions:
a. Secure information - Member name, need, whereabouts (home, hospital, hospice, etc.). Notify PRESIDENT and PRESIDENT ELECT as well as the committee.
b. Telephone the family, expressing the concern of the Club, and ask where they most need assistance.
c. Coordinate with the volunteers. Inform the member or family with the needs what has been arranged and who they can expect to arrive with assistance. Remind volunteers to label ALL items loaned, e.g. dishes, crutches, etc.
d. Volunteers for short-term, crisis situations should be kept on one list; names of volunteers for long-term assignments, such as Kay Halverson, will be turned over to the contact person because with this type of need, there usually is training involved.
6. Appoint a member of the committee to attend each Club function to act as liaison with medical personnel in case of an unexpected member illness.
7. Maintain a notebook for continuity.
8. Submit an annual report (in triplicate) at the Joint Board meeting in May.
Special Committees
Rationales & Duty Sheets
Summer Orientation (INACTIVE)
The Club cooperates with University College in the summer introduction to OSU for freshmen and their parents. Volunteers from our club pass out information packets to parents who are beginning orientation, and then at lunch, act as hostesses to parents completing orientation.
WOSU Festival 34 (inactive)
Club members meet each spring at WOSU Festival 34. Volunteers answer the phones at this annual fundraiser for WOSU, our local public television station.
1. The Chairman is appointed by the President of the Club to serve for a term of 1 year.
2. The Chairman shall attend all Executive Committee and Board Meetings as long as her Committee is functioning. It is recommended that she with the prior chairman as early as possible, to discuss any questions she might have.
3. Notify the Volunteer Coordinator at the WOSU stations so you will receive mailings from their office. The name and contact information of that Coordinator should be with records and reports of this committee. Currently, WOSU Stations are at 2400 Olentangy River Road, Columbus, OH 43210-1027; Volunteer Coordinator, Gay Taylor: ph. 614-292-9678 ext. 49800.
4. About September, you should receive the “WOSU Stations Group Volunteer Interest Form” which allows you to declare the dates and times our Club prefers to volunteer at WOSU. IF YOU DO NOT RECEIVE this form, call the Coordinator’s office since there is competition for choice of shifts and our group does have preferences.
5. Remain aware of Newsletter deadlines when you need to inform members of their opportunities to serve at the WOSU stations. E-mail articles to the editor as appropriate.
6. Use the Club website: http://www.uwc-osu.org/. Contact the Webmaster with information you wish to have on the site.
7. Use the list of interested members from the UWC Membership Database Secretary, obtained when members enroll in the club, and/or a sign-up option at club meetings. Announce the date and time of service for a fundraiser during a club meeting; encourage members to join the fun. Publish the volunteer event in the newsletter and on the website.
8. Phone those who express interest at least a month before the volunteer is needed; create a list of those serving and send it to the Volunteer Coordinator at the stations, usually about one month before the date we serve.
9. Inform volunteers of the particular directions they need to perform their volunteer work – date, time, place, clothing, meal provisions, parking, travel directions, etc.
10. BE one of the volunteers! The experience will enhance your office.
11. Give those volunteers your thanks, the station’s thanks, the UWC’s thanks! They deserve it!
12. Prepare an annual report (in triplicate) for the Joint Board Meeting held in May.
UWC Bylaws Revised Spring 2010
Article I. Name
The name of this organization shall be: The University Women’s Club of The Ohio State University.
Article II. Object
The object of The University Women’s Club of The Ohio State University, hereafter known as the Club, shall be to promote friendly association among its members; to provide organized opportunities for participation in social, cultural, recreational and intellectual activities; to promote service projects for educational and philanthropic purposes; and to support interests of the University community.
Article III. Membership
Section 1: Classes of membership: Active and Courtesy
Section 2: Eligibility
Any person interested in the activities, well being and continuance of The Ohio State University and the Club or any person who has been a previous member.
Section 3: Annual Dues
The Executive Committee shall determine the annual dues. Dues shall be paid in May. Failure to pay dues by JULY 15 shall terminate membership in the Club and Interest Groups.
Section 4: Requirements for good standing and resignation procedures
a. Any Club member who has paid dues for the current year is a member in good standing.
b. Any Club member who has not paid dues for the current year and has not sent a letter of resignation shall receive a letter revoking privileges.
Section 5: Courtesy membership
Courtesy membership with dues waived is granted by a majority vote of the Executive Committee. Included as Courtesy members are: the wife of or the President of The Ohio State University if a woman; the wife of or the Governor of the State of Ohio if a woman; women members or spouses of members of the Board of Trustees, fifty year members, persons nominated by the membership committee.
Article IV. Officers
Section 1: Officers
a. The wife of or the President of the University if a woman shall be Honorary President of the Club.
b. The elected officers of the Club shall be President, President Elect, three Vice Presidents, Membership Database Secretary, Yearbook Editor, Membership Treasurer, Newsletter Editor, Newsletter Secretary, Recording Secretary, Treasurer and Assistant Treasurer, Webmaster and immediate Past President.
c. These elected officers shall constitute the Executive Committee of the Club.
Section 2: Qualifications of Elected Officers
a. No elected officer shall serve in the current position for more than four consecutive terms.
b. All elected officers shall be members of the Club in good standing.
Section 3: Method of Election or Appointment of Officers
a. Membership vote
b. Presidential appointment.
Section 4: Duties of Officers
a. The elected officers of the Club shall constitute the Executive Committee. These officers shall perform the duties prescribed by these Bylaws and by the parliamentary authority adopted by the Club.
b. The President shall be the chairman of the Executive Committee.
c. All officers, having signed a Letter of Intent , have signified compliance to participate fully in the governing of the Club, acknowledging that meetings of the Executive Committee are NOT an optional activity.
d. Failure to comply with these rules of attendance at the Executive Committee meetings can result in an officer being removed from that office on a vote by the Executive Committee and replaced on the grounds of noncompliance.
Section 5: Nomination of Elected Officers
a. Nominees from the membership at large may be nominated for any office on the written petition of ten members.
b. Recommendations received from the Nominating Committee.
Section 6: Election of officers, term of office, time at which term begins
a. The slate of officers for the coming year shall be announced at the March General Meeting.
b. These Officers shall be elected by vote at the April General Meeting.
c. All Officers shall be elected for a term of one year.
d. All Officers shall be installed at the annual Club meeting in May.
e. All terms of office shall begin June 1.
Section 7: Filling Vacancies
a. The President has the authority to appoint new officers to fill any and all vacancies on the Executive Committee except for President Elect.
b. Should the office of President Elect become vacant, the Nominating Committee shall make a recommendation for a successor and this choice shall be presented at the next general meeting of the Club or a mail ballot may be taken.
Article V. Board
Section 1: Composition
The Executive Committee, the Chairmen of Interest Groups, and the Chairmen of the Standing Committees shall constitute the Board.
Section 2: Powers
a. The President of the Club is the chairman of the Board
b. The Executive Committee Board shall approve the formation of Interest Groups. CONFLICT!!!
c. The incoming Board shall, at the Joint Board Meeting, elect two members for terms of 3 years each to the Nominating Committee by ballot from the membership at large to work under the leadership of the Chairman of the Committee whom the new President has appointed for a one-year term. This committee is rotational, with two members leaving each year and two members being added each year.
d. The incoming Board shall vote on the proposed Club budget for the coming year.
Section 3: Rules of conduct
a. Board Meetings shall be convened whenever business of the Club indicates and/or when called by the President.
b. At the next meeting of the Club, the President or her designate shall report on all actions of the Board since the previous meeting.
c. The annual Board Meeting of the Club shall be held as a Joint Board meeting with the incoming Board after the annual general Club meeting in May.
d. Members of the Board shall not be held personally liable for the obligations of the organization.
Article VI. Committees
Section 1: Executive Committee
a. The Executive Committee shall consist of the elected officers of the Club.
b. The President of the Club shall be the chairman.
c. The Executive Committee, between general meetings, shall meet and transact all necessary business, including the voting of monies.
d. Two-thirds of the Executive Committee shall constitute a quorum for the transaction of business.
e. The Executive Committee shall be empowered to create special committees.
Section 2: Standing Committees
Standing committees are created through a Motion to Commit. This requires a second, can be debated and amended, and requires a majority vote for adoption.
Section 3: Special Committees
Special committees serve a particular purpose, are created through adoption of a Motion to Commit, and will only exist until their work is finished and their reports have been given.
Section 4: Ex officio membership
a. The President shall be ex officio a member of all committees except the Nominating Committee.
b. As ex officio, a member is not obligated to attend meetings, but has the same privileges as other members, including the right to attend meetings, make motions, to speak, and to vote, but is not counted in the quorum of the committee.
Section 5: Responsibilities of Standing and Special Committees
a. The committee chairman sees that all committee members, including the ex officio members, are notified of the date, time and place of every meeting. She familiarizes them with their exact duties and helps them to obtain information needed to accomplish the committee’s purpose.
b. Provide updates at the Executive Committee meetings.
Article VII. Parliamentary Authority
Section 1: The rules
The rules contained in the current edition of Roberts Rules of Order, Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Club may adopt.
Section 2: Parliamentarian
A Parliamentarian may be appointed by the President who shall serve at the pleasure of the President and who shall be a non-voting member of the Executive Committee and the Board unless already a member.
Article VIII. Meetings
Section 1: Meeting Days
a. The general meeting of the Club shall be the first Monday of the Month, October through May.
b. Executive Committee meetings shall be held on the Monday preceding the general meetings, unless otherwise announced.
Section 2: Annual meeting
a. The Annual meeting shall be held the first Monday of May.
Section 3: Special meetings
a. The Executive Committee shall have the authority to call special meetings should the need occur.
Article IX. Quorum
a. Two-thirds of the Executive Committee shall constitute a quorum for the transaction of business.
b. A quorum for all other meetings shall be two-thirds of members present.
Article X. Interest Groups
Section 1: Establishment
Upon the written application of ten or more members, in good standing, the Executive Committee may authorize the formation of an interest group for any special purpose. The chosen meeting day and time of the new interest group shall not conflict with an already established Interest Group. The Interest Group bylaws and subsequent amendments of the group must have the approval of the Executive Committee before becoming effective.
Section 2: Membership
All members of Interest Groups must be members of the Club in good standing.
Section 3: Government
a. Interest Groups shall conform to the Bylaws that define their activities within the boundaries of the Bylaws of the Club. The Board of the Club shall approve amendments of Interest Group bylaws.
b. The parliamentary authority of the Interest Groups shall be the current edition of Roberts Rules of Order, Newly Revised.
c. An Interest Group must have, at a minimum, a chairman. Interest Group chairmen are automatically members of the Board and are expected to participate as requested by the President of the Club or the Executive Committee. No chairman of an Interest Group shall be simultaneously an officer of the Club.
d. The Interest Group shall determine and elect that set of officers and positions necessary to the administration of the group.
e. Fees shall be an option of each Interest Group, to be set within their program requirements.
f. Each Interest Group shall provide a yearly roster, and both a list of officers and programs for the coming year to the Third Vice President of the Club.
Section 4: Dissolution
In the event of dissolution of an Interest group, all monies left in the treasury shall be donated to The University Women’s Club Scholarship Fund.
Article XI. Amendment of Bylaws
Section 1: Requirements and procedure
These bylaws may be amended by a two-thirds vote of members present at any regular meeting of the Club, provided written notice of the proposed amendment has been given to the membership of the Club.
Section 2: Specifications
a. Proposed amendments must first be presented to the Executive Committee with a quorum present. Upon passage the proposed amendment moves to the Board for consideration.
b. Proposed amendments received from Executive Committee will be presented to the Board. Passage will be by majority vote of members present. Proposed amendment moves to next regular meeting of the Club for final vote.
Article XII. Dissolution
Section 1: Dissolution
Upon dissolution of any part of the Club, Interest Groups, Committees, or the Club itself, all monies in the treasury of said part should be donated to The University Women’s Club Scholarship Fund.
Part 4
Interest Groups
Interest Groups drive the Club with vitality, fellowship, timeliness, history, culture, cuisine, horticulture, drama, art, finance, crafts, music and service.
Interest Group Chairman
The Interest Group Chairman administers the bylaws of the interest group; handles all business and other matters of the group; relays to group any pertinent information from the BOARD or from the THIRD VICE PRESIDENT.
Term Length: TBD by Interest Group membership
Term Limits: TBD by Interest Group Bylaws
1. Attend all Board meetings; meetings called by the THIRD VICE PRESIDENT; and the annual International Coffee.
2. Maintain good standing of the group by ensuring that all participants are members of the Club. File group rosters with the Third Vice President by October 31. Cooperate with the MEMBERSHIP TREASURER in collecting delinquent dues.
3. In February, the THIRD VICE PRESIDENT will send you some forms to simplify your bookkeeping: yearbook information form due (in triplicate) on or before March 31; ANNUAL REPORT FORM due (in triplicate) on or before the May Joint Board meeting; TREASURER”S REPORT FORM (if no treasurer, fill in group name; write not applicable) and due (in triplicate) no later than May 31.
4. If the group handles monies, it is necessary that the final balance of the previous year is the same as the beginning balance of the current year’s treasury. Make sure records and receipts are kept of all donations (cash or in-kind) that are made during the year as well as expenditures incurred by the group. In case of illness of a member, remember that MEMBER NEEDS can possibly help. In case of a death of a member or spouse, please contact the PRESIDENT ELECT immediately so an appropriate letter can be written.
5. Submit news pertaining to your group to both the NEWSLETTER EDITOR and WEBMASTER, with a copy to the Third Vice President. If your group has articles of historical interest, file them with the THIRD VICE PRESIDENT. Coordinate special publicity with the PUBLICITY Chairman with a copy to the THIRD VICE PRESIDENT.
Revised: February 2001
Interest Group Yearbook Information Form
Interest Group Treasurer’s Report Form
Interest Group Annual Report Form
INTEREST GROUP BYLAWS
By keeping it simple, you will habe far less work to do. To get to the specifics of your Interest Group day-to-day running, simply create internally a set of fees requirements and duty sheets that can change as needed within your Interest group.
However, remember there are 4 items that CANNOT be changed:
1. Meeting days. No two Interest Groups may meet on the same day at the same time.
2. Government: There must be at least a chairman.
3. Participation: Non UWC members CANNOT participate in any activities!
4. All monies, in the event of dissolution must be donated to the UWC Scholarship Fund.
Sample:
Article I. NAME: Afternoon Antiques
Article II. OBJECT OR PURPOSE: The appreciation of antiques and historic places.
Article III. MEMBERSHIP: All members of this Interest Group must be members of the Club in good standing.
Article IV. GOVERNMENT:
a. The officers of Afternoon Antiques shall be a chairman, vice-chairman, secretary-treasurer, telephone chairman, hospitality chairman.
b. The chairman of Afternoon Antiques shall represent the group as a member of the Board of the Club, and as such is required to attend all board meetings called by the president of the Club.
c.. A detailed yearly financial report, a yearly roster and activity report, and a schedule of events and officers for the coming year for Afternoon Antiques shall be submitted to the Third Vice-president of the Club by the chairman or officers of the Interest Group.
d. The latest edition of Robert's Rules of Order shall be the parliamentary authority of the group.
Article V. MEETINGS AND FEES:
a. The regular meetings of Afternoon Antiques shall be held the Third Tuesday at 1:00 PM.
b. The fees for membership in Afternoon Antiques shall be determined by the group in order to cover expenses related to purpose and activities.
Article VI: AMENDMENTS:
Items concerning the Name, Purpose, Officers, Meeting Day or Meeting Time of Afternoon Antiques shall be amended by a two-thirds vote at any meeting of the group, provided a quorum be present and provided notice of the proposed amendment has been given to each member in advance and has been approved by the Executive Committee of the Club.
Article VIII. DISSOLUTION:
In the event of dissolution of Afternoon Antiques, all monies left in the treasury shall be donated to the University Women's Club Scholarship Fund.
Date of Last Revision: April 15, 1997
Revised for uniform compliance for IRS and USPS purposes: August 12, 2005
Executive Committee